Related Support Center Articles
| POS Integration Settings: Overview | POS Integration Settings: System Preferences |
| POS Groups | Location Reporting Categories |
Overview
This Lesson will discuss the POS Integration settings found within System Preferences. Setting these preferences prior to working with the POS Team will significantly speed up your integration process.
Hover over the Administration menu in the top ribbon and select 'System Preferences'. Click on the 'Miscellaneous' tab to begin
Records Imported from the POS
- Payment Types - these records identify how payment was received on a Sales Ticket. Payment Types must be mapped to a GL Account and Payment Group for DSS review. How you separate Payment Types will determine how you reconcile Bank Deposits during your Bank Reconciliations.
- Sales Accounts - these records identify the Service Type and Category of the Menu Items that appear on Sales Tickets. Sales Accounts must be mapped to a GL Account and assigned a Sales Account Type for DSS review.
- Menu Items - these records represent the actual menu item buttons found on your POS. Each menu item that is sold on a Sales Ticket will exist as a Menu Item in R365 and can be assigned to a Recipe for reporting purposes
- Paid Out Types - these records represent the paid out buttons that have been programmed on your POS. The paid out type can be mapped to a designated expense account for automatic assignment during DSS review.
- Employee Info - these records represent your Employees that have been entered in to your POS system. Employee records are used throughout R365.
Financial Settings:
The first step is to select your Payment Type and Sales Account Separation method. Each of these settings will determine how R365 separates, and then records, the transactional data from each Sales ticket on to your General Ledger.
It will be your responsibility to map these records to their respective GL Accounts, as well as update and maintain the mapping going forward.
Note: For both separation types, Legal Entity and Location names must be finalized before you start the POS Integration. If there are any changes made to these settings, or to the Legal Entity or Location Names, after the initial Mapping has been completed, new Payment Types and Sales Accounts will be automatically created. These new accounts would then need to be mapped as the previous mappings would no longer be in effect. The key takeaway from this is to finalize all Legal Entity and Location names before you start your POS Integration.
Separation Types
- None - all POS Systems and POS Integrated Locations will use the same Payment Types or Sales Accounts with no Legal Entity / Location distinction
- Legal Entity - a separate Sales Account or separate Payment Type is created for each Legal Entity
- Location - a separate Sales Account or Payment Type is created for each Location. This option is particularly useful if your Credit Card processor breaks your credit card deposits out by location
- POS Group - a separate Sales Account or Payment Type is created for each POS Group. This option was designed for large organizations with multiple concepts. In place of managing several hundred records from across the entire organization, now records can be managed by Concept. Refer to the related articles section for more information on POS Groups
- Day Part - the 'Day Part' option is unique to Sales Account Separation and requires that Day Parts be set up on the Location Record. A separate Sales Account is created for each Day Part.
- Please Note: this setting can create up to six times the number of Sales Accounts per Location, depending on your number of Day Parts
Discount Combined in JE - This setting combines any Discounts with their corresponding Sales to make a single transaction line item on the DSS Journal Entry. Refer to the related articles for more information
Operational Settings:
POS Track Paid Out - Check to enable Paid Out type logging. Each Paid Out Types that is entered on your POS will then be imported to the 'Paid Out Types' list. Paid Out Types can then be mapped to GL Accounts for automatic Cost Account allocation during the DSS review process. This feature should only be used if specific paid out type buttons have been designated on your POS System.
Menu Item Separation Menu Item separation allows you to separate each menu item by Location, Legal Entity, or custom Location Reporting Category. The default setting is 'None' and will be sufficient for the majority of restaurant groups. This setting is only recommended for groups with multiple concepts. Refer to the related articles section for more information
Employee Settings:
Employee Full Name - select how employee records will be displayed on reports
Employee Master - select how Employee Records will be updated after initial import from the POS:
- R365 - manage Employee information in R365. Employee records will only be updated via R365. No updates made to the Employee profile on the POS will be imported after initial record creation
- Payroll System - manage Employee information through an integrated third-party payroll provider. This option only works with supported Payroll providers
- POS - manage Employee information in the POS. Employee records in R365 will be updated with each POS Import
Once all settings have been updated, Save and Close System Preferences to continue to update the Location Record settings.
